Skip to main content
  • Home
  • About
  • Faculty Experts
  • For The Media
  • ’Cuse Conversations Podcast
  • Topics
    • Alumni
    • Events
    • Faculty
    • Students
    • All Topics
  • Contact
  • Submit
Campus & Community
  • All News
  • Arts & Culture
  • Business & Economy
  • Campus & Community
  • Health & Society
  • Media, Law & Policy
  • STEM
  • Veterans
  • |
  • Alumni
  • The Peel
  • Athletics
Sections
  • All News
  • Arts & Culture
  • Business & Economy
  • Campus & Community
  • Health & Society
  • Media, Law & Policy
  • STEM
  • Veterans
  • |
  • Alumni
  • The Peel
  • Athletics
  • Home
  • About
  • Faculty Experts
  • For The Media
  • ’Cuse Conversations Podcast
  • Topics
    • Alumni
    • Events
    • Faculty
    • Students
    • All Topics
  • Contact
  • Submit
Campus & Community

Coronavirus Update: University Travel Reimbursement

Friday, March 13, 2020, By News Staff
Share

Dear Students, Faculty and Staff:

Over the last several days, I have received many questions about University travel reimbursement. As such, I want to provide some direction regarding the reimbursement of travel expenses that faculty, staff and students incur for University business.

What can I do about travel-related expenses incurred for a conference or other event that has been canceled?
You should request refunds for all expenses paid. Contact conference/event organizers for registration and deposit refunds. Contact hotels for deposit refunds. Contact the airline for airfare credit or refund.

I could not get a refund. Can I be reimbursed for conference and travel expenses for canceled events?
The University’s expense reimbursement policy covers reimbursement of trips and events that are canceled as long as appropriate receipts are submitted. Reasonable efforts should be made to request refunds prior to submitting expense reimbursement requests, particularly when the conference/event has already been canceled or likely will be canceled. Check with your department to determine if your reimbursement is subject to more strict guidelines. Specific guidance relating to charging sponsored awards is available from Sponsored Programs and Sponsored Accounting. Given the importance of tracking these costs, MyCode 609722 should be used in the chartstring when completing the appropriate reimbursement forms.

What should I do if the conference or other event has not yet been canceled?
If you/your department decide you will not attend the conference/event, then you should request refunds for any expenses already paid.

What are the fees associated with canceling a flight?
Typically, there are no fees for cancelling a flight. The fees are incurred when rebooking the flight. Many tickets are non-refundable. However, the flight can be canceled and usually the ticket is available for use one year from the date of issue. In addition, there are airline-imposed change fees for rebooking non-refundable, canceled tickets. Some airlines have been offering special accommodations for coronavirus-related cancellations, and travelers should specifically inquire. All rules associated with cancellation and fees can vary by airline and ticket class. Details should be confirmed with the particular airline.

When should I cancel my flight?
You can cancel up until the day of travel as long as you have not checked in. We recommend checking the airlines’ websites for cancellation policies as they do vary.

What should be done with a refund for canceled travel plans?
If the expense was paid for by the University or reimbursed to you by the University, then the funds should be deposited back to where the expense was charged. If the money was deposited into your account or is in the form of a check with your name, you will need to write a check payable to the University and give it to your department for deposit to the University.

What if I had personal travel plans that were canceled or disrupted due to this situation?
The University cannot reimburse you for expenses associated with personal trip cancellations or disruptions. Out of an abundance of caution, to protect your health and minimize further health risks, we ask that everyone exercise prudent judgment when making travel plans and stay abreast of current travel guidance provided by the U.S. Centers for Disease Control and Prevention and the University before departure so that you can prepare and take proper precautions.

I have additional questions. Whom can I contact?
For business travel expense reimbursement questions, contact Disbursements Processing at 315.443.2484 or disburse@syr.edu.

As a reminder, all of this information, as well as the latest coronavirus-related updates, can be found at Syracuse.edu/coronavirus.

Sincerely,

Jean Gallipeau
Comptroller

  • Author

News Staff

  • Recent
  • Men’s Soccer Team Gives Back to Syracuse Community for Season of Support
    Friday, June 2, 2023, By Kathleen Haley
  • June 30 Deadline Set for Fiscal 2023 Year End Business
    Wednesday, May 31, 2023, By News Staff
  • DPS Accepting Sign-Ups for R.A.D. Summer Session
    Wednesday, May 31, 2023, By Alex Haessig
  • Syracuse Stage Adds 2 Musicals to 50th Anniversary Season
    Wednesday, May 31, 2023, By Joanna Penalva
  • Supporting, Advocating for Trans Youth Will Help Them Thrive As Adults
    Friday, May 26, 2023, By Daryl Lovell

More In Campus & Community

Men’s Soccer Team Gives Back to Syracuse Community for Season of Support

After their hard-earned National Championship season, energized by an outpouring of support, the Syracuse men’s soccer team wanted to respond in gratitude back to the community. Team members Noah Singelmann ’22 and Julius Rauch ’24 started a program, Sincere Impact,…

Project Mend Builds Community Through Writing for Those Impacted by the Justice System

For many years, Patrick W. Berry never told anyone that his father had been incarcerated for much of his life, as had several other members of Berry’s extended family. In fact, he tried not to think much about it. But eventually,…

June 30 Deadline Set for Fiscal 2023 Year End Business

Cash Operations has set a deadline of 3:30 p.m. on Friday, June 30, to receive deposits at the Bowne Cash Operations office for credit in fiscal year 2023. Deposits should be made as early in the day as possible on…

DPS Accepting Sign-Ups for R.A.D. Summer Session

The Syracuse University Department of Public Safety (DPS) is currently accepting sign-ups for its R.A.D. summer session. R.A.D., which stands for Rape Aggression Defense, is a nationally known self-defense program. This women-only self-defense course is being offered exclusively to Syracuse…

Syracuse Stage Adds 2 Musicals to 50th Anniversary Season

Syracuse Stage announced two musicals that will complete the lineup for the organization’s 50th anniversary season. Audiences are immersed in the soulful music of Billie Holiday with Lady Day at Emerson’s Bar and Grill, Oct. 18 through Nov. 5. Closing…

Subscribe to SU Today

If you need help with your subscription, contact sunews@syr.edu.

Connect With Us

  • Twitter
  • Facebook
  • Instagram
  • Youtube
  • LinkedIn
Social Media Directory

For the Media

Find an Expert Follow @SyracuseUNews
  • Facebook
  • Instagram
  • Youtube
  • LinkedIn
  • @SyracuseU
  • @SyracuseUNews
  • @SUCampus
  • Social Media Directory
  • Accessibility
  • Privacy
  • Campus Status
  • Syracuse.edu
© 2023 Syracuse University News. All Rights Reserved.